Purchase Order Management Software | Gravity Software

Gain total control with Gravity’s purchase order management software

Gain total control with Gravity’s purchase order management software

Simplify purchasing from purchase order creation through approvals, receiving, and invoice matching with Gravity Software, a financial management solution built on Microsoft Power Platform.

Gravity Software's native purchase order management functionality connects purchasing, approvals, inventory management, Accounts Payable, and General Ledger activity within one cloud-based financial management platform. This gives growing businesses greater visibility into purchasing activity while reducing manual data entry and reliance on disconnected systems.

Whether you manage multiple entities, locations, or departments, Gravity Software helps standardize purchasing processes, streamline approvals, and improve visibility into outstanding orders. Finance teams can track purchasing activity, monitor receiving, and maintain greater control over spending as their organizations grow.

Experience purchase order management built into a complete financial platform. Schedule a demo today to discover how Gravity simplifies purchasing from start to finish.

See Gravity Software's purchase order management in action

See Gravity Software's purchase order management in action

Watch this short demo to see how Gravity Software helps growing businesses manage purchase orders, approvals, receiving, and vendor invoice matching within one cloud-based financial management platform.

Learn how to create and approve purchase orders, manage inventory and non-inventory purchases, perform 2-way and 3-way matching, and track receiving activity. The demonstration also covers purchase order revisions, customizable documents, and how purchasing transactions flow into Accounts Payable and the General Ledger.

Schedule a personalized demo to explore Gravity Software's purchase order management capabilities.

Why choose Gravity Software for purchase order management?

Why choose Gravity Software for purchase order management?

As businesses grow, managing purchasing across departments, locations, and multiple entities becomes more complex. Disconnected systems and manual processes can make it difficult to maintain visibility into spending, enforce purchasing controls, and keep financial records accurate.

Gravity Software helps growing businesses overcome these challenges by centralizing purchasing and accounting within one financial management platform. With greater visibility, more consistent processes, and stronger financial oversight, finance teams can spend less time managing purchasing transactions and more time supporting business growth.

Unify purchasing and accounting in one platform

Manage purchase orders, receiving, and vendor invoice matching within the same platform as your financial data. Gravity Software helps teams track purchasing activity, maintain accurate records, and connect transactions with Accounts Payable and the General Ledger.

For multi-entity organizations, this centralized approach supports greater visibility and consistency across entities, departments, and locations.

Improve purchasing accuracy with 2-way and 3-way matching

Gravity Software supports 2-way matching between purchase orders and vendor bills, typically for services and non-inventory purchases that do not require receiving. For inventory items and purchases requiring receiving, 3-way matching connects the purchase order, receiving record, and vendor bill.

These controls help finance teams verify quantities and costs, identify discrepancies, and maintain accurate purchasing records before completing the Accounts Payable process.

Strengthen purchasing controls with approval workflows

Establish approval processes before purchase orders are released to vendors. Gravity Software supports multiple approval levels, including the ability for authorized approvers to review and approve purchase orders through email.

This helps organizations maintain accountability, improve purchasing oversight, and reduce unauthorized spending.

Track receiving and purchase order changes

Record received quantities, identify rejected or canceled items, and maintain visibility into outstanding purchases. Gravity Software also supports purchase order revisions, allowing teams to document changes to quantities, pricing, or other purchasing details while retaining the original purchase order reference.

These capabilities help purchasing and finance teams maintain more accurate records as orders move through the purchasing process.

How BII streamlined purchase order approvals after switching from Sage 50cloud

How BII streamlined purchase order approvals after switching from Sage 50cloud

The British Institute of Innkeeping (BII), a nonprofit organization managing four entities, previously relied on Sage 50cloud for accounting and manual email chains for purchase order approvals. Switching between entities and tracking approvals created additional work for its finance team.

After switching to Gravity Software, BII implemented personalized purchase order approval workflows using Microsoft Power Automate. Authorized users could approve or reject requests by email, with responses recorded in an audit trail.

The result was less manual work, stronger financial controls, and a faster month-end close. BII reported being able to produce its accounts by Day 5 or earlier.

Read BII's customer success story

Purchase order management resources

Purchase order management resources

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Explore resources on purchase order management, purchasing automation, and approval workflows. Learn how growing businesses can streamline purchasing requests, improve financial controls, and connect purchasing with inventory and accounting.

Purchase order automation

Learn how to automate purchase orders, streamline approvals, reduce manual tasks, and improve purchasing controls as your business grows.

Expense approval workflows

Discover how automated expense approval workflows reduce manual tasks, streamline purchasing approvals, and strengthen financial controls across multiple entities.

Requisitions vs. purchase orders

Understand the differences between purchase requisitions and purchase orders, when each is used, and how they support purchasing approvals and financial controls.

Purchase requisition software

Learn how purchase requisition software streamlines purchasing requests, simplifies approvals, and strengthens spending controls for growing businesses.

Inventory management benefits

Discover how reliable inventory management improves purchasing decisions, reduces inventory costs, and strengthens financial visibility for growing businesses.

Microsoft 365 Copilot

Discover how Microsoft 365 Copilot helps accounting teams work more efficiently, access financial information, and improve productivity using familiar Microsoft tools.

FAQs about purchase order management

FAQs about purchase order management

Before choosing a purchase order management solution, finance leaders often want to understand how automation, matching, and approvals work, especially when managing multiple entities. We've answered some of the most common questions about how Gravity Software simplifies purchasing and improves financial control across your organization.

What is purchase order management software?

Purchase order management software helps businesses create, approve, track, and manage purchase orders from creation through receiving and invoice matching. Gravity Software provides native purchase order management functionality that connects purchasing with Accounts Payable, Inventory Management, and the General Ledger within one cloud-based financial management platform.

What’s the difference between 2-way and 3-way matching?

2-way matching compares a purchase order with a vendor invoice to verify purchasing details. 3-way matching adds the receiving record to confirm that the quantities and costs ordered, received, and billed align. Gravity Software supports both methods to help businesses identify discrepancies and maintain accurate purchasing records.

Can I manage both inventory and non-inventory purchases?

Yes. Gravity Software supports purchase orders for both inventory and non-inventory items, including services. Businesses can use 2-way matching for purchases that do not require receiving or 3-way matching when receiving is required, helping maintain appropriate purchasing controls.

How does Gravity simplify approvals?

Gravity Software supports configurable purchase order approval workflows, including multiple approval levels and email-based approvals. Authorized approvers can review and approve purchase orders before they are released to vendors, helping businesses reduce manual follow-ups and maintain purchasing oversight.

Can Gravity handle multi-entity purchasing?

Yes. Gravity Software is designed for organizations managing multiple companies or divisions. Its single-database architecture connects purchasing activity with entity-level financial records, helping businesses maintain consistent processes and visibility across multiple entities.

How does purchase order management connect with Accounts Payable?

Gravity Software connects purchase orders, receiving records, and vendor invoices with Accounts Payable within one cloud-based financial management platform. With support for 2-way and 3-way matching, finance teams can verify purchasing details, identify discrepancies, and maintain accurate financial records before processing payments.